Finding existing documentation (add something about searching for DROID csv)

Collections File

1. Identify the next accession number to be scoped in the scoping spreadsheet.

2. Copy the reference number to search in the SharePoint archive collections files. Different prefixes have been treated differently which can making searching a little trickier:

   • PP, SA, GRL, PBL, PSY, AAU, ART, WA, WTI, and WF all have an underscore in their relevant folder i.e. WTICJH becomes WTI_CJH3

   • GP and GC are either in folders in the same form as the spreadsheet i.e. GC100, or are in further sub-folders titled ‘GC collections’ and ‘GP collections’ respectively

   • OH are in folders in the same form as the spreadsheet i.e. OH6

   • ES is in a folder titled ‘ES collections’

   • Manuscripts are in a separate folder and mostly in the same form as the spreadsheet but with a gap between the MS and the number i.e MS 9308. Some are in a range i.e. MS 4498-4515 or in a folder titled ‘MS Uncat Deepstore’ in a master spreadsheet.

Tip: instead of searching SharePoint for the full string, try using the last three letters of the collection reference instead.

e.g. CJH instead of WTI_CJH

1. If no digital collections file is located on SharePoint, or is sparse, check the physical hardcopy collections files located in the locked cabinets on the 3rd floor. Consulting the hardcopy collections files is more likely to be the case for older accessions. As well as hardcopy collections files specifically for archive references there are also some audio-visual collections files that may be useful.

   • Archive collection files are arranged by prefix in alphabetical order, with labels on the front.

   • Manuscripts are arranged in numerical order.

2. Relevant box lists, surveys, notes or other documentation should be associated with the accession number somewhere in the title or written on the document if a hardcopy.

   • Sometimes it’s not immediately obvious however and requires opening some files or correlation with identifying information in the accession record to find it.

   • Where a collection has multiple accessions, it can be difficult to identify which list belongs to which accession, particularly where separate accessions have been retrospectively listed together in one document.

   • If it is difficult to untangle multiple accessions via documentation alone, add a note in the scoping spreadsheet (see ‘fill in the scoping spreadsheet’ instructions below). It may be necessary to recall the boxes to untangle.

CALM accession record

1. Open CALM, click on archives menu, then accessions menu, then search.

2. Search on Acc_No using the accession number from the scoping spreadsheet to bring up the relevant accessions record.

3. If you prefer to see all accessions for a particular collection then search on RefNo and navigate to the relevant accession record.